Privacy Policy

1. Introduction

DocPharma Consulting LLC ("DocPharma," "we," "us," or "our"), a Florida limited liability company located in Miami, FL, is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use the DocPharma mobile application, web platform, and related services (collectively, the "Service").

By using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with this Privacy Policy, you must discontinue use of the Service immediately.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: When you register, we collect your name, email address, company name, job title, and professional role (e.g., Sales Rep, MSL, Medical Director).
• Payment Information: If you subscribe to a paid plan, payment details (credit card number, billing address) are processed by our third-party payment processor. We do not store full credit card numbers on our servers.
• Badge Images: Photographs of conference badges captured through the badge scanning feature. These images are processed to extract contact information and may be stored temporarily for processing accuracy.
• Voice Recordings and Transcriptions: Audio recordings you create through the voice note feature, along with the resulting AI-generated text transcriptions.
• Conversation Notes: Any manual notes, tags, or annotations you add to captured leads.
• Follow-Up Communications: Content of AI-generated and user-edited follow-up emails and messages created within the Service.

2.2 Information Collected Automatically

• Device Information: Device type, operating system, unique device identifiers, and mobile network information.
• Usage Data: Features accessed, actions taken, frequency and duration of use, number of badge scans, voice notes recorded, and reports generated.
• Camera and Microphone Access: The Service requires camera access for badge scanning and microphone access for voice note recording. These sensors are only activated when you explicitly initiate the respective feature.
• Log Data: IP address, browser type, access times, pages viewed, and referring URLs.

2.3 Information from Third-Party Sources

To power the AI HCP Intelligence feature, we aggregate publicly available information about Healthcare Professionals (HCPs) from sources including medical publication databases (e.g., PubMed), corporate press releases, clinical trial registries (e.g., ClinicalTrials.gov), and professional networking platforms. This information is used to enrich lead profiles and provide contextual intelligence.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To process badge scans, transcribe voice notes, generate HCP intelligence reports, produce VOC insights, draft follow-up communications, and create conference summary reports.
• Account Management: To create and maintain your account, process payments, and provide customer support.
• Service Improvement: To analyze usage patterns and improve the accuracy of our AI models, including badge recognition, transcription, and content generation. Any data used for model improvement is aggregated and de-identified.
• Communication: To send you service-related notifications, billing information, product updates, and (with your consent) promotional communications.
• Security and Compliance: To detect fraud, enforce our Terms of Service, and comply with applicable legal obligations.

4. AI Processing and Data Handling

DocPharma uses artificial intelligence and machine learning technologies to deliver core features of the Service. We want you to understand how your data is processed:

• Badge Scanning: Badge images are processed using optical character recognition (OCR) AI. Extracted data (name, title, company) is saved to your lead database. Original badge images are retained for up to 90 days to support data verification, then automatically deleted.
• Voice Transcription: Audio recordings are processed by AI speech-to-text engines. Transcriptions are linked to the associated lead record. Audio files are retained for up to 90 days and then automatically deleted; transcriptions remain available as long as your account is active.
• HCP Intelligence: AI retrieves and synthesizes publicly available data. No private or proprietary healthcare data is accessed without authorization.
• VOC Insights: Your conversation notes and transcriptions are analyzed by AI to extract themes and patterns. This analysis is performed per-user and is not shared across accounts.
• Follow-Up Drafts: AI-generated communications are based on your captured conversation context and publicly available HCP information. Draft content is stored in your account and not shared with third parties.

5. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following limited circumstances:

• Service Providers: We engage trusted third-party vendors to assist with payment processing, cloud hosting, AI processing, analytics, and customer support. These vendors are contractually obligated to protect your data and use it only for the services they provide to us.
• Legal Requirements: We may disclose information if required by law, regulation, legal process, or governmental request, or to protect the rights, safety, or property of DocPharma, our users, or the public.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.
• With Your Consent: We may share information with third parties when you have given explicit consent to do so, such as when you choose to export data to a CRM or send a follow-up communication through an integrated platform.

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes described in this Privacy Policy:

• Account Data: Retained for the duration of your active subscription and for up to 12 months following account closure.
• Lead Data, Notes, and Transcriptions: Retained for the duration of your active subscription. You may delete individual records at any time.
• Badge Images: Automatically deleted 90 days after capture.
• Voice Recordings: Automatically deleted 90 days after recording.
• Payment Records: Retained for up to 7 years as required by tax and accounting regulations.

You may request deletion of your data at any time by submitting a request through our contact form. We will process deletion requests within 30 days, except where retention is required by law.

7. Data Security

We implement industry-standard technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
• Role-based access controls limiting employee access to personal data.
• Regular security assessments and vulnerability testing.
• Secure cloud infrastructure with SOC 2-compliant hosting providers.

While we take reasonable precautions, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Request your data in a structured, machine-readable format.
• Opt-Out: Opt out of promotional communications at any time by using the unsubscribe link in our emails or contacting us directly.
• Camera/Microphone Permissions: You may revoke camera or microphone permissions at any time through your device settings. Revoking these permissions will disable the badge scanning and voice note features respectively.

To exercise any of these rights, submit a request through our contact form. We will respond within 30 days.

9. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). These include the right to know what personal information we collect and how it is used, the right to request deletion, and the right to opt out of the sale of personal information. As stated above, we do not sell personal information. To exercise your California privacy rights, submit a request through our contact form.

10. Children's Privacy

The Service is designed for professional use and is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child under 18 has provided us with personal data, we will take steps to delete such information promptly.

11. International Data Transfers

DocPharma is based in Miami, FL, United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States. By using the Service, you consent to the transfer of your data to the United States, where data protection laws may differ from those in your jurisdiction.

12. Third-Party Links

The Service may contain links to third-party websites or services, including publication databases and professional networking platforms. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. We will notify you of material changes by email or through a prominent notice within the Service at least 15 days before the changes take effect. Your continued use of the Service after the effective date of any modification constitutes acceptance of the revised Privacy Policy.

14. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: